Republic of the Philippines
ENERGY
REGULATORY
COMMISSION
MINUTES OF MEETING
BIDS AND AWARDS COMMITTEE (BAC)
23 June 2020 (Tuesday) 09:00 A.M.
8th Floor, ERC Main Office
33 Pacific Center Building, San Miguel Avenue, Ortigas, Pasig City
Subject Matter Pre-Bid Conference
Procurement Procurement of Janitorial Services
Mode of Procurement: Competitive Bidding
Reference No. Lot No. 2020-01
Attendees:
A. BAC Members, BAC TWG and BAC Secretariat:
Name Position
Sharon O. Montañer Vice Chairperson, BAC
August Anthony N. Balute Member, BAC1
Jose Romulo L. Castro Member, BAC
Marina C. Bugayong Member, BAC2
Amabelle D. Del Rosario Vice Chairperson, BAC TWG
Jean Astrid C. Francisco Member, BAC TWG
Arjay Louie Eu B. Cuanan Chairperson, BAC Secretariat
Marie Alexis Denise S. Gayon Member, BAC Secretariat
B. End- User
Cherry Lyn S. Gonzales Administrative Officer V, Finance
and Administrative Service - General
Service Division (FAS-GSD)
C. Prospective Bidders
Richard Navarro 5/A Cleanwell Maintenance Services
Inc.
1 Via Zoom
2 Via Zoom
Rollylyn D. Avila CMPT Manpower Services
Rhodora C. Advincula Ultimate Care Janitorial and Allied
Services
Lorelie E. Alan Intertraffic Transport Corp.
Neth G. Arivon Euro Janitorial Services
JD Arivan Euro Janitorial Services
I. Call to Order
The Pre-Bid Conference for the Procurement of Janitorial Services with
an Approved Budget of the Contract (ABC) of One Million Nine Hundred
Sixteen Thousand Pesos (PhP 1,916,000.00) was called to order at forty-five
past nine o’clock in the morning (9:45 A.M.) with BAC Vice-Chairperson Sharon
O. Montañer as the presiding officer.
II. Determination of Quorum
BAC Secretariat Chairperson Cuanan confirmed the presence of a
quorum with the attendance of BAC Vice-Chairperson Montañer and BAC
Members Marina C. Bugayong, August Anthony N. Balute, and Jose Romulo L.
Castro. The BAC Secretariat Chairperson manifested that invitations to observe
the Pre-Bid Conference were sent to the Commission on Audit (COA),
Philippine Institute of Certified Public Accountants (PICPA); Philippine
Chamber of Commerce and Industry (PCCI) and Bishops-Businessmen’s
Conference for Human Development (BBC).
III. Presentation of the Requirements of the Project
BAC Vice-Chairperson Montañer manifested the availability of the
bidding documents online. She then presented the salient features of the terms
of reference (TOR) and the timeline, to wit:
Terms of Reference
• The period of the contract is from 01 July 2020 – 31 December 2020
with an Approved Budget for the Contract (ABC) of One Million Nine
Hundred Sixteen Thousand Pesos (PHP 1,916,000.00), inclusive of all
government taxes and other fees and charges;
• Mode of Procurement is through Competitive Bidding;
Pages 2 of 6
• Qualifications of the Contractor: The Contractor should have the
necessary eligibility, experience and expertise in providing janitorial
services;
• Minimum Track Record of three (3) years from the date of submission
and receipt of bids;
• Scope of work: eight (8) hours of work every day from Monday to
Saturday from 7:00 A.M. to 4:00 P.M. (5 janitors), 8:00 A.M. to 5:00
P.M. (5 Janitors) and 9:00 A.M. to 6:00 P.M. (4 janitors).
• The daily, weekly, monthly, quarterly and miscellaneous routines were
likewise discussed.
• Deployment of fourteen (14) Janitorial personnel, at least 2 are
Female, at any one time to carry out and perform the janitorial services
and other related services covered by the Contract, in accordance with
the schedule and floor assignments as provided in the TOR;
• Compliance with the existing labor laws and standards, rules and
regulations of the Department of Labor and Employment (DOLE)
on workers or on its employees as to their wages, taxes, SSS
premiums, PhilHealth and Pag-IBIG benefits, and other
requirements in accordance with Philippine laws on the matter;
• Guarantee that its employees are physically and mentally fit to
perform the job and provide the ERC with appropriate
government clearances such as the NBI, Police and Barangay
Clearance;
• Assignment of an Area Supervisor/Manager from their Main
Office, not from among the pool of personnel, who will conduct
regular inspection, monitoring and supervision, at least once in
every quarter, of its personnel to ensure performance efficiency;
• Evaluation of the performance of its personnel, semi-annually;
• Conduct drug testing among its employees once during the term
of the Contract, at its own expense;
• Assigned personnel shall be subjected to appropriate training;
• Provide Personal Protective Equipment (PPE) to the assigned
personnel, without any additional cost to the ERC; and
Pages 3 of 6
• Payment shall be made on a monthly basis upon submission of
billing statement, duly accomplished service and inspection report
forms and other documentary requirements.
Timeline
• The deadline of submission for request of clarification by prospective
bidders, if any, is on 25 June 2020 (Thursday);
• The deadline of posting of Bid/Supplemental bulletin, if any, is on
29 June 2020 (Monday);
• The deadline of submission and receipt of bids is on 06 July 2020
(Monday) at ten o’clock in the morning (10:00 A.M.);
• The Bid Opening is on 06 July 2020 (Monday) at thirty past ten o’clock
in the morning (10:30 A.M.);
• The Bid Evaluation is on 07 July 2020 (Tuesday) at nine o’clock in the
morning (09:00 A.M.);
• The Post-Qualification is on 08 July 2020 (Wednesday) at nine o’clock
in the morning (09:00 A.M.);
• Approval of Resolution/Issuance of NOA is on 13 July 2020 (Monday);
• Approval of Contract by HoPE is on 17 July 2020 (Friday); and
• Issuance of NTP is on 20 July 2020 (Monday).
IV. Question and Answer
1. Ms. Advincula from Ultimate Care Janitorial and Allied Services
asked the scope of the PPE’s to be provided to the assigned janitorial
personnel. The BAC clarified that the winning bidder are required
only to provide the basic PPEs such as: masks, gloves, and face
shields.
2. Ms. Advincula also asked regarding the necessary attachment of the
statement for ongoing contracts.
• The BAC confirmed that the prospective bidder may submit any
of the following documents: a. Notice to Proceed (NTP); b. Notice
Pages 4 of 6
of Award (NOA) and c. Certificate of Acceptance for ongoing
projects
• Advincula, however, clarified that based on their experience,
private entities only provide them with Certificate of Acceptance
and the Contract.
• BAC Vice-Chairperson Montaner asked the BAC-TWG if there is
a difficulty in providing a copy of ongoing contracts with the
government. Ms. Francisco answered that the NTP and NOA will
be required during the Bid-Opening, the contract can be required
if it is necessary during the Post- Qualification.
• After discussion, the BAC resolved that in relation to on-going
projects with private entities, the prospective bidder should
submit certified copies of the contracts. On the other hand, for on-
going projects with government entities, submission of certified
copies of the NTP and NOA would suffice.
3. Ms. Lorelie E. Alan from Intertraffic Transport Corp. asked regarding
the provision of supplies and equipment.
• Ms. Gonzales, FAS-GSD representative, clarified that only
manpower services shall be provided by the winning bidder and
that provisions of supplies and equipment shall be provided by
the procuring entity.
V. Other Matters
• Ms. Gonzales reminded that whoever is the winning bidder will be
required to provide at least three (3) contact numbers to the ERC.
• BAC Secretariat Chairperson Cuanan likewise reminded the prospective
bidders to use their official e-mail address and contact number for further
concerns and clarifications.
(The remainder of this page was intentionally left blank)
Pages 5 of 6
VI. Adjournment
Having no more questions, discussions, and clarifications, the meeting
was adjourned at fourteen past ten o’clock in the morning (10:14 A.M.).
Approved By:
(TOOK NO PART)
HEIDDI VENECIA R. BARROZO
BAC Chairperson
SHARON O. MONTAÑER
BAC Vice-Chairperson
Digitally signed by Dr. August
Digitally signed by Marina Anthony N. Balute
C. Bugayong
Date: 2020.06.29 12:30:46 Date: 2020.06.29 11:43:24
+08'00'
+08'00'
MARINA C. BUGAYONG AUGUST ANTHONY N. BALUTE
BAC Member BAC Member
Digitally signed by
Jose Romulo L. Castro
Date: 2020.06.29
11:18:05 +08'00'
JOSE ROMULO L. CASTRO
BAC Member
ATTESTED BY:
ARJAY LOUIE EU B. CUANAN
Chairperson, BAC Secretariat
Pages 6 of 6
